Overview of Custom Templates

Custom Templates increase the efficiency and consistency with which organizations generate documents. Some of the benefits of implementing templates within your OpenAsset system include:

You have the option of exporting custom templates from OpenAsset from different programs that include Adobe InDesign, Affinity Publisher, Microsoft Powerpoint and Microsoft Word When thinking about what templates your team needs, let us know what program you need the template to be exported from.

What programs can we export templates to?

Types of Templates and Work-Flows with OpenAsset

The Process: What We Need

The template process starts your team reviewing documents you use regularly. Our team can help scope your templates with you and provide guidance where needed.

As long as the information is in your OpenAsset system, we can export it! We will look to you for guidance on which fields and/or keywords from OpenAsset export onto your template.

Note: You cannot change which fields export onto your template each use. For example, if you would like ‘Project Marketing Description’ to be exported onto your template most of the time, but occasionally want ‘Healthcare Description’ exported onto it - this is not possible. Once our Support Team scripts your fields - your team can edit and change information after export (i.e. switch out or change descriptions as needed).

General Process

  1. Your team will send an example and a “blank” template in the program that you would like exported to that show exactly what you are looking for.
    • Please include the logo file if applicable and applicable fonts/styles.
  2. You will then be connected to an Implementation Manager, who will reach out to schedule a quick call where they can answer any questions you may have before finalizing what is to be scripted onto your template.
  3. If no template adjustments are needed from your team’s side, we will then submit your template to be manually scripted by our Team of Support Engineers. They will let you know when your first draft is ready to be tested in your OpenAsset system.
  4. You can expect your first draft of your template 2 weeks from the point of our team submitting the request to our submission Support Team’s services queue.
  5. You will have up to three rounds of revisions if applicable within a two week time-frame per revision.
  6. Once your template is approved, you can start using and sharing it with your team!

What we need from the client (“blank” and example)

The client must provide 2 documents for our team. The first is an example document. This document should be exactly what you expect to export from OpenAsset. Any images, fields, keywords, styles, formatting, etc. should be included here. The second document is what we call a “blank” version. This will include placeholder for your images, and field/keyword names in place of the expected metadata.

Note: Remember! We need the template to be in the program that you want exported in. For example, if you'd like an InDesign template - the example and “blank” version of the template must also be in InDesign.

Example document

Example document

Blank document

Blank document

What OpenAsset is responsible for

Expectations of your team during the template process

Deciding what information is included

Any data directly related to the object selected is available for use on the templates e.g. project-based templates can definitely show all project fields, and all project-level keywords, and all of that project's files.

Additionally, employee-based templates can leverage project information based on what project roles are assigned to the employee generated. If Mary Smith is assigned a project role in OpenAsset for the London Bridge project, her resume template can show fields, keywords, and the project's hero image for that project.

Project-based templates can list the employees associated with the project and their role title on that project.

Turnaround Timelines

Once a template request has been submitted to the Support Team's services queue, you should expect to see a first draft 2 weeks later. This timeline is subject to change depending on how many tickets are currently in the queue across all services.

After support sends the first draft, the client has 2 weeks to respond with any changes they want that are in scope. We consider requests to be in scope when they apply to the original scope of the template (fonts, styles, layout, OA fields mappings, etc.). We recommend that clients carefully review the template, note as many amendments as needed, and share screenshots of any issues in one, cohesive request. We also recommend that the main point of contact shares this draft with any relevant team members to avoid confusion and delays.

Overview of Revision Period

The Revision Period for template creation requests includes up to 3 rounds of revisions.

The OpenAsset team will provide a first draft, then the client will have 2 weeks to review and provide any feedback. As mentioned above, revisions must be apply to the original scope of the template and we recommend that clients carefully review the template, note as many amendments as needed, and share screenshots of any issues in one, cohesive request. We also recommend that the main point of contact shares this draft with any relevant team members to avoid confusion and delays.

How we handle bundle requests

Many clients like to provide documents for multiple templates at once. While we want clients to be able to have options, we will be limiting the number of requests a client has under development to 2 templates.

For example, if you have a Project-Based template (i.e. a Project Sheet) and an Employee-Based template (i.e. a Resume), you should expect both of those drafts in your system within 2 weeks. However, if you have 3 Project Sheets that are fairly similar, we reserve the right to work on those templates one at a time so that we can make sure we “get the first one right” before moving onto your other templates. This will alleviate the manual revisions our team has to make. This ensures that our team is as efficient and effective as possible.

Associated Costs

Templates that are implemented within the first year of your OpenAsset subscription are generally covered by the Onboarding Service that was purchased. - Plus Onboarding Subscription includes up to 4 templates. - Premier Onboarding Subscription includes up to 10 templates.

Beyond that the first year of your OpenAsset subscription, project-based and file-based templates may be subject to a day rate service charge. If you have any questions regarding cost, please don’t hesitate to reach out to your Customer Success Manager.

Note: As part of the Employee Module subscription you are able to have multiple resume templates. We do not have a firm cap on the number of custom CV/resume templates that can be submitted, but most clients submit between 2-4 CV templates at most. The number of requested templates should be within reason and we reserve the right to space out the timing for the development and delivery of the templates as needed. Lastly, if you for any reason continuously request revisions to resume templates or request new ones on a regular basis, we reserve the right to require a service agreement and would bill you at a day-rate for their development.

Please note in instances where feedback is not provided within the allotted window - we reserve the right to deny out-of-scope revisions or apply any associated costs for late revisions.


One of the benefits of OpenAsset custom templates is that the images from your system will be automatically placed into the document to help ensure that all users are using the correct images and don't need to dig through a file system to find them. It is important to note that image frames are not dynamic. This means that if you want project 1 on your template to have 4 images and project 2 to have 2 images, you will need to request 2 different templates and combine them on your own.

Project Based Templates vs. Image Based Templates

Project-based templates are launched from the Projects page. The project object contains information about selected project and multiple projects can be selected at once. With project templates, you will not be able to manually select which images generate in the template, however you can request that images are ordered in a certain way. An example of this is requesting that images are ordered by rank. So rank 1 images will pull in first, then 2, 3, etc.

File-based (or image-based) templates are launched from the Files page. Each file has information attached to it and that information can be pulled into the template. Non-project files, like reference files, can provide the fields associated with the file. Project files can provide the file fields as well as the fields and keywords for the project the file is associated with. Some client choose to have a file-based project sheet template so that they can have more control over what images are populated, but it's important to keep in mind that the user needs to select the correct amount of images per project sheet for this to work as expected.

With all templates, clients have the option to use drag and drop (INDD & more) to replace any images that come through automatically.

Capabilities of Ranking <> Images and how it relates to templates

Ranks (or 'Marketing Preference') are very useful in organizing your files in OpenAsset. For project-based templates, they can help prioritize images in order of what you want to appear in a template and what you don't. We can do things like add logic so that no rank 5 images appear in templates or only rank 1 images.

Parent Pages (Master Pages)

The OpenAsset support team will be utilizing parent pages (previously called Master pages) to create your InDesign template so it is important to ensure only necessary pages are there.

Things to keep in mind:

Font & Paragraph Styles

The OpenAsset support team will be using paragraph and character styles to ensure the text in the document looks as expected. Please ensure all styles are defined and properly named (review the InDesign Limitations section). If you do not have any styles in your document or overrides are present, we reserve the right to create and change paragraph and character styles.

Tables & Text Boxes

SF330s pitfall of tables vs. cells

One of the more common custom template requests is for an SF330 form. We do have limitations that come up frequently with this type of template. In InDesign, we cannot append to tables. If you want an SF330 InDesign template, each box on the form needs to be its own textbox. In Word and Powerpoint, it can be a table, but Word and Powerpoint have their own limitations (see Limitations section).

How we handle overflow in text boxes across templates

In InDesign, there are some limitations when requesting the a text box flow from one spread to another. This will only occur automatically for the first object generated. For any other objects after that, it will require a manual edit. Users who download the template will need to manually click on the red + on the first text box, then click inside the second page's text box.

Common Logic Requests

Since custom templates with OpenAsset are manually scripted, we can add some logic to help ease your work-flow where applicable. We have a list of logic requests that are frequently requested. It is not required that you do any of these and we are capable of adding in other logic. Other logic requests may need to be discussed internally with our Support Team to ensure that it is possible.

Common Logic Requests:


Sometimes, after a template is completed, you may decide that you want to do a brand refresh or part of the template isn't working for your team as expected and you want to make changes. The revision process is slightly different from the initial creation process.

Typical Revision Pipeline:

  1. Reach out to OpenAsset requesting template revision.
  2. Your team will send an example and “commented” documents that show exactly what they are looking for with this template.
    • The “commented” version is created by exporting the current template from OpenAsset and adding text boxes or notes with comments on what changes need to be made.
    • Please include the logo file if applicable.
  3. Customer Success team scopes the template and submits it to the Support Team.
  4. Our Support Team makes the expected changes in your template.
  5. Our Team tests the template and lets you know that a draft is complete.
  6. Please note you have 2 weeks to provide any feedback.
  7. Template is approved and ready to be used by your team!

How we handle Logo/Brand Refreshes

Logo and brand refreshes are handled via the revision process outlined above. Logo refreshes may not require as many details and may not require a “commented” version as these are mostly a 1 to 1 replacement. Just make sure to provide the logo file. Brand refreshes typically require new styles/fonts/colors, so it's important to provide all of the details for each item that needs to be changed.


Revisions that fall into the above category are reviewed on a case by case basis depending on complexity. We reserve the right to charge for large revisions.


Project-based Templates Data Features

Element Capibility
Fields Yes
Keywords Yes, project keywords
Images Yes, only files attached to project
Advanced Select Yes, if requested, to select employees to list

File-based Templates Data Features

Element Capibility
Fields Yes, file fields. Project fields as well if a project file is selected
Keywords No. However, we can access project keywords if a project file is selected
Images Yes, only the selected images
Advanced Select No

Employee-based Templates Data Features

Element Capibility
Fields Yes
Keywords Yes, some clients have backend keywords due to integrations
Images Yes, all images attached to the employee and all project hero images for projects associated with the employee
Advanced Select Yes

InDesign and Affinity Templates Data Features

Element Capibility
Text Insert into text box based on script label
Images Insert into graphic box based on script label
New lines \n in the script (each paragraph can have its own styling)
Template generation One or more at a time
Text overflow Yes (first selection only if across multiple spreads; override master pages)
Document creation Typically blank given by client; add script labels; make sure graphic boxes are fitted properly; work on master page
Defining page sizes In document
Appending to tables No

Powerpoint Templates Data Features

Element Capibility
Text Replace text on document
Images Specify size, position, and slide number label
New lines \n in the script (must be the same style) styling)
Template generation One or more at a time
Text overflow No
Document creation Make sure all text is replaceable. Nothing can be on the master slides
Defining page sizes In document and in script
Appending to tables Yes

Word Templates Data Features

Element Capibility
Text Replace text on document
Images Specify size and index number. Find index using the OOXML tool
New lines No. If you want a 2 paragraph description, line breaks need to be added in the document manually and scripted
Template generation One at a time
Text overflow No
Document creation Make sure all text is replaceable. Type out all text; copy and paste typically doesn't work
Defining page sizes In document and in script
Appending to tables Yes


Please note that the below list is not exhaustive. We are constantly improving our capabilities and features and will update this list as we continue to learn.